Office Administrator - Carle Illinois College of Medicine

University of Illinois at Urbana-Champaign; Urbana (IL); On-site; USD 55,000 - 60,000; Full time

Job summary

The Office Administrator at Carle Illinois College of Medicine provides administrative and operational support to faculty, staff, and leadership within one or more academic departments. This role serves as primary administrative support for assigned Department Head(s) and as a key liaison between departments and other college units.

The position requires coordinating calendars and meetings, managing travel and conference details, maintaining communications, and supporting compliance and policy

Qualifications

• High school diploma or equivalent.
• Four (4) years (48 months) of work experience comparable to the third level of this series.
• Two (2) years (24 months) of work experience comparable to the fourth level of this series.

Responsibilities

• Provide administrative support to the Department Head.
• Support department projects and initiatives under administrative direction.
• Manage complex workflows with discretion and confidentiality; prioritize activities.
• Prepare correspondence reflecting subject matter knowledge and college standards; respond for College Leadership when needed.
• Handle confidential information; research and develop presentations; maintain confidential records.
• Serve as a liaison between the Department Head, faculty, staff, students, and the campus.

Skills

Microsoft Office

Microsoft Outlook

Job description

Office Administrator

Carle Illinois College of Medicine

University of Illinois Urbana-Champaign

Carle Illinois College of Medicine is the world's first accredited engineering-based medical school, founded in 2015 through a partnership between the University of Illinois Urbana-Champaign and Carle Health. Built at the intersection of engineering, science, and medicine, the college is redefining medical education, research, and clinical innovation to improve the health and well-being of patients and communities. Carle Illinois offers a supportive and innovative environment where faculty, staff, and students work together to advance the college's mission and growth through collaboration, creativity, and meaningful contributions.

Carle Illinois College of Medicine embraces the university's commitment to creating a diverse and talented community of students, faculty and staff, which is essential to fulfilling its mission and vision. Carle Illinois actively promotes an inclusive environment in which students, faculty and staff can learn, teach, research and serve. For detailed information on our commitment to diversity, equity, and inclusion, please visit: Mission | Carle Illinois College of Medicine | Illinois.

Why Work at Carle Illinois College of Medicine?

Mission & Vision | Carle Illinois College of Medicine | Illinois

Highlights of Benefits for University of Illinois Employees

Position Summary

The Office Administrator provides administrative and operational support to faculty, staff, and leadership within one or more academic departments. This position serves as the primary administrative support for assigned Department Head(s) and as a key point of contact between the departments and other college units. The Office Administrator reports to the Administrative Aide.

Duties and Responsibilities

Administrative

• Provide administrative support to the Department Head.
• Under administrative direction, support department related projects and initiatives.
• Manage the complex workflows as directed, keeping abreast of all issues so that matters are handled appropriately with discretion and strict confidentiality. Establish and implement priorities to ensure efficient coordination of activities.
• Prepare correspondence that reflects knowledge of subject matter and appropriately represents college standards; at times responding on behalf of College Leadership.
• Handle confidential and/or sensitive information. Research and develop presentations. Maintain confidential records and files.
• Serve as a liaison between the Department Head, department faculty, staff and students, and the campus.

Operations

• Under the direction of department leadership, develop, implement, maintain, and interpret departmental and college policies and procedures to ensure efficient operations; collaborate with stakeholders to establish and manage processes that support departmental priorities and initiatives.
• Coordinate and attend meetings in support of department leadership. Manage invitations, space, equipment, agendas and minutes.
• Coordinate calendars for department leadership.
• Maintain departmental email lists, list serves, faculty lists, and other communication resources.
• Assist in managing and coordinating compliance activities, training and reporting such as periodic mandatory policy review and the annual RNUA compliance reporting.
• Coordinate travel and conference information for department leadership.

Other

• Establish and maintain effective working relationships in a manner consistent with a workplace of dignity and respect.
• Foster a respectful and inclusive environment that supports diversity, equity, inclusion, equal employment opportunity, and nondiscriminatory practices throughout the college.
• Champion positive inter-professional relationships bridging the college's private/public organization and missions.
• Perform other related duties or projects as assigned.

Qualifications

Minimum Qualifications

1. High school diploma or equivalent.
2. Any one of the following from the categories below:
   1. Four (4) years (48 months) of work experience comparable to the third level of this series.
   2. Two (2) years (24 months) of work experience comparable to the fourth level of this series.

Knowledge, Skills and Abilities:

• Proficient in Microsoft Office and Microsoft Outlook

Appointment Information

This is a 100% full-time Civil Service 3253 - Office Administrator position, appointed on a 12-month basis. The expected start date is as soon as possible after closing date. The budgeted salary range for the position is $55,000 to $60,000. Salary is competitive and commensurate with qualifications and experience, while also considering internal equity.

This position is not eligible for any type of sponsorship for work authorization.

For more information on Civil Service classifications, please visit the SUCSS web site at https://www.sucss.illinois.gov/pages/classspec/default.aspx.

Artificial Intelligence (AI) tools may be used in some portions of the candidate review process for this position; however, all employment decisions will be made by a person.

This position is intended to be eligible for benefits. This includes Health, Dental, Vision, Life Insurance, a Retirement Plan, Paid time Off, and Tuition waivers for employees and dependents.

The University of Illinois System is an equal opportunity employer, including but not limited to disability and/or veteran status, and complies with all applicable state and federal employment mandates. Please visit Required Employment Notices and Posters to view our non-discrimination statement and find additional information about required background checks, sexual harassment/misconduct disclosures, and employment eligibility review through E-Verify.

Applicants with disabilities are encouraged to apply and may request a reasonable accommodation under the Americans with Disabilities Act (2008) to complete the application and/or interview process. Accommodations may also be requested on the basis of pregnancy, childbirth, and related conditions, or religion. Requests may be submitted through the reasonable accommodation portal, or by contacting the Office for Access & Equity at 217-333-0885, option #1, or [e-mail].

Requisition ID: 1037985

Job Category: Administrative Support